Secretary : Library and Information Services
3 weeks ago
Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan.
CORE PURPOSE OF JOB
To provide high-level executive secretarial and administrative support, ensuring seamless cross-functional coordination within the organization. The Academic Library Secretary plays a critical role in facilitating the efficient operation of the library management team by overseeing communication, managing documentation, coordinating meetings, and supporting the implementation of library services and strategic initiatives.
Responsibilities:
- Manage the flow of information to and from the office of the Director.
- Manage the Director's diary and make the necessary arrangements to facilitate implementation thereof.
- General administration e.g., photocopying and typing of documents.
- Perform all national and international travel and accommodation arrangements for the Director.
- Plan, organize and coordinate Library meetings and events.
- Compile agendas and take minutes efficiently.
- Attend to all event logistics.
- Support the Director with the administration of budget:
- Monitor and process budget items e.g., Subsistence allowance and financial claims.
- Ensure that travel and accommodation arrangements are well coordinated.
- Follow up on orders and payment of service providers.
KEY PERFORMANCE AREAS
- Manages the office of the Director: Library and Information Services.
- Provides secretarial services to LIS directorate, managers and senior staff, arranges and scheduling appointments, meetings and events.
- Provides information and support to internal and external LIS customers.
- Library Infrastructure and Facilities Coordination.
- Customer Service and Stakeholder Engagement.
CORE COMPETENCIES
- Strong organisational skills.
- Good verbal and written communication skills.
- Excellent interpersonal skills.
- Professional report writing and minute taking abilities.
- Ability to prioritize tasks and manage multiple projects simultaneously.
- Attention to detail and accuracy in all tasks.
REQUIREMENTS
Required minimum education: Matric, but preference will be given to a National Diploma in Office Administration / Secretarial / Communication.
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